Requisition ID: req10447
Job Title: Camp Manager
Sector: Administrative/General Office
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Kebribeya, Ethiopia
Summary statement of work and responsibilities:
Under the direct supervision of the Field Coordinator, the Camp Manger is responsible for overall management of all IRC programs at Kebribeyah refugee camp. She/he will provide support to camp based staffs and will be responsible for staff management, grant management and program reporting; monitoring of camp activities, staff safety, security and health including ensuring compliance to all IRC procedures, assisting in assessing program quality and efficiency and providing support to program and operation staff in camp. She/he will also work closely with key donors (HCR & PRM), ARRA, other Implementing partners (IPs), refugee and local government representatives and service providers.
Detailed responsibilities and tasks:
- Ensure camp level procurement system follows IRC and donor protocols. This involves effective communication and working relations with technical program managers, support sector heads and Field Coordinator to ensure planned and timely procurements and payments.
- Ensure logistics team works with procurement plans (monthly, quarterly), and authorized and ATC cleared suppliers.
- Approve Purchase Requests (PRs) for all camp programs as per the authority threshold and review those PRs beyond the authority threshold prior to Field Coordinator approval.
- Verify/approve all camp-based purchase requests regarding daily laborers or monthly incentives, etc. for the camp within the given threshold.
- Supervise camp level warehouse management (using warehouse monitoring tools) and supervise, control and use of IRC supplies and assets, and report to field office regarding any misuse, theft or damage to IRC properties.
- Approve store release (SRs) as per IRC warehouse management protocols.
- Conduct bi-monthly cycle counts/spot checks and ensure staff from the responsible sectors participate (Finance, Supply Chain and program).
- Ensure planned and equitable allocation of IRC resources (facilities, equipment, vehicles) and also ensure that supply chain team maintains operations and maintenance protocols.
- Ensure the conduct and documentation of asset or equipment survey as per set timelines; submit asset disposal and stock adjustment plans.
- Conduct monthly, semiannual, and annual inventories as advised by the Field Coordinator.
Human Resource Management
- Assist the field office in making sure that IRC personnel policy, IRC refugee staff policy and IRC required reporting policies (MRPs) are respected and practiced accurately in close collaboration with field SMT.
- Line-manage camps-based sector staff and ensure all staffs performance objectives are set timely and staffs have clear understanding about their roles and responsibilities.
- Maintain system and IRC standards for regular staff performance evaluation and assist the office in developing a framework for staff career development and training.
- Ensure camp based staffs are deployed in a timely manner by applying standard procedures for staff recruitment.
- Provide counseling and support in resolution of employee workplace misunderstandings. Propose and/or take corrective measures within IRC’s personnel policies as needed.
- Authorize all staff in Kebribeyah camp when travelling out of their duty stations for IRC business as per the IRC personnel policy, and procedures.
- Facilitate timely submission of cash projection by respective program and support sector representatives, refugee staff’s payment sheet, construction labor cost and daily laborers’ sheet, etc, for timely action by the field finance department.
- Ensure camp based programs teams submit bi-weekly payment plans and share to the field finance sector for planning.
- Ensure procurement assistant submits bi-weekly payment requests and facilitates with finance for timely payment to suppliers and service providers.
Program Management and development:
- Ensure all IRC projects are implemented in accordance with Program Framework and support that implementation follows the core programming principles.
- Coordinate preparation of procurement, activity, and spending plans for all grants by program officers.
- Ensure quarterly procurement plans are developed and executed to meet the IRC donor requirements.
- Provide administrative support and camp oversight during program implementation on daily basis; assist staff to implement sector specific monitoring and evaluation plans.
- Coordinate and facilitate project opening, review/closing, and BVA review meetings as per agreed timeline in collaboration with program managers and sector heads.
- Provide administrative, operational, and logistical assistance to all programs officers to ensure planned trainings, workshops and awareness raising events are conducted.
- Provide input on operational, administrative, and human resource needs during proposal design.
- Assist program staffs to ensure beneficiary communities are involved in the design, implementation, monitoring, and evaluation of all IRC programs.
- Ensure timely submission of field level required reports (sector reports, management, donor, and government reports).
- Contribute to IRC’s institutional learning, for example in relation to new ways of planning and project implementation.
Representation and Coordination:
- Represent IRC at Kebribeyah refugee camp: The tasks include serve as focal person for any information shared with or received from camp level agencies and surrounding community representatives; prepare and report required updates and regular reports on all IRC activities to agencies and donor (s); assist the field office in facilitating donor monitoring visits.
- Actively pursue good coordination and working relationships with relevant actors, government (ARRA, local administration), Donors (UNHCR, PRM, etc) and Implementing partners (IPs), refugees’ representatives (RCC, WOAs) and host/local community representatives and informal leaders.
- Participate at camp level inter-agency meetings; facilitate regular meetings with camp leaders, camp level IPs, local authorities, and other community-based associations vital to foster good will and support for all program activities.
- Maintain office records and disseminate information and correspondence from field office, IRC head office, IPs, donors to all operation and program staff in the camps and vice-versa.
Safety, Security and Health:
- Assist the field office in updating field security management plan, in facilitating security related trainings to camp based staff, and implementation of the plan.
- Supervise security/safety situation in the designated camp context, and ensure incidents are reported to the Field Coordinator for further analysis, planning and implementation of safety and mitigation measures.
- Develop/adapt standard local context specific vehicle safety policies and assure that they are consistently implemented in collaboration with field logistics focal person.
- Conduct regular discussions with key staffs to identify and determine approaches to address staff wellness and sense of security.
- Ensure all camp-based staffs understand IRC Ethiopia Health and Insurance Policy and utilize insurance provisions in collaboration with field Admin/HR person.
- Assess, design, and implement different ways of improving IRC camp environment in consultation with the camp staff and field office. Adapt and develop site specific IRC compound management protocols including staff Canteen.
- Encourage key staff to participate in problem solving and, in the decision, making process. Supervise and address work related misunderstandings in consultation with the field coordinator.
- Exercise reasonable level of delegation of roles to key staffs
- Maintain a system to strengthen inter-departmental collaboration by facilitating sector specific regular staff meetings.
- Preserve close, open, and professional relationships with all staff.
Key working relationships:
- The Camp Manager will directly report to the Field Coordinator, and S/he works in collaboration with fellow IRC camp managers, Program managers and field level support sector heads.
- MA/MSc/BA/BSc in Development Management, Business Management, Social Work or related field of social studies.
- Four years of relevant experience for MA/MSc and Five years for BA/BSc holders.
- Ability to deliver a concise quality reports in English; demonstrated experience in proposal development, including practical experience with budgeting, log frame development, and writing of technical descriptions; excellent spoken English skills; and additional local languages is a plus,
- Management of multi-sector projects at international NGOs preferably in refugee camps is highly required.
- Demonstrated ability and experience in working in an emergency and post emergency/recovery program.
- Excellent project management/administration experience; excellent representational communication and interpersonal, negotiation skills.
- Experience in working with multicultural and diversified workforce.
- Proven Ability to work under pressure
- Good knowledge of humanitarian and protection principles.
- Proven management and leadership skills.
- Excellent computer skills: MS Word, Excel, Power point, outlook